Administrative Operations Coordinator

Access-Supports for Living

Mount Vernon, NY

Expired: April 29, 2024 Applications are no longer accepted.

$65,000 to $70,000 Yearly
Full-Time

Description

Location: Mount Vernon, NY

Hours: 35 hours / Full-time

Salary: $65,000-$70,000

OVERVIEW OF PRIMARY RESPONSIBILITES:

The Administrative Coordinator supports the Executive and Senior Leadership teams by coordinating administrative functions for The Guidance Center Westchester. The position is responsible for supervising customer service, the front desk reception, and is the back up support for supervision of the security teams.

PRIMARY FUNCTIONS:

Administrative Support

Manages scheduling for the Senior Vice President of Programs (SVP-Programs), Director of Integrated Services, and other senior leaders. Coordinates actions to ensure internal and external deadlines are met.
Supports Executive Leadership Team, as needed.
Serves as the HIPAA Privacy Security Officer for TGCW and NYC affiliates: NYFAC and MNY.
Works with the corporate communications team to provide internal communication.
Develops high-quality talking points and visual materials for SVP's internal and external engagements, including anticipating needs and opportunities by advanced research of the events.
Helps manage contracts. Works with corporate contract team and TGCW department leaders to ensure all contracts are prepared, signed timely and meet the standard work for contracts outlined by the Compliance Officer.
Supports the development and planning of staff engagement and recognition, including events and initiatives.
Reviews and distributes mail, medical record requests, subpoenas, legal documents, and notices.
Communicates with Central Admin and the Compliance Officer regarding incidents and significant events.
Trains, manages, and supervises the reception desk, and related functions.
Creates, reviews, and maintains process and procedure manual for reception desk to ensure efficient and effective processes are in place to adequately service incoming guests and participants of TGCW.
In conjunction with the Director of Facilities Management and Facilities Manager, works with the external security contractor to maintain and update the security guard Post Orders. Ensures all security guards receive an orientation, on site walk through and complete the Security Guard New Employee Orientation prior to starting their shift. Helps monitor the quality of security services, reports problems, helps answer questions and resolves issues quickly.
Helps coordinate the emergency response team activities.

Project Management and Strategic Support

Manages special projects and events.
Generates meeting minutes.
Creates reports and presentations for Executive Report Outs, board meetings, annual reports, , responses to funding sources and other strategic briefings or requests.
Gathers and analyzes data. Communicates data through graphs, charts, presentations and written reports.
Supervises the Hospitalizations & ED Reports process; Supports Net Promoter Score process.
Maintains licenses and certifications; Assists during audits, surveys and accreditations.

Grants

Works directly with program leaders to complete grant proposals and required reports, in accordance with guidance set by Central Admin. Completes necessary research, assembles information including project nature, objectives/outcomes/deliverables, implementation, methods, timetable, staffing, budget, standards of performance, and evaluation methods, as directed.

QUALIFICATIONS AND ATTRIBUTES:

Excellent time management skills; conscientious with excellent follow through skills.
Strong project management skills.
Experience with creating and maintaining effective working relationships with staff at all levels.
Experience with budget management and preparation.
Skilled in data analysis.
Advanced skills in using Microsoft products including Excel, PowerPoint, etc. The ability to quickly learn other software systems including contract management systems, Canva, etc.
Excellent interpersonal and communication skills.

EDUCATION AND EXPERIENCE:

Bachelor's degree with at least 2 years of business administration experience or 5 years of relevant work experience.
Lean Six Sigma project management experience preferred

PHYSICAL CHARACTERISTICS:

Must be able to sit or stand in front of a computer for hours at a time.
Must be able to travel throughout the Hudson Valley and NYC regions.
Must be able to navigate multi-storied building and willing to work independently.

EEO, AAE, M/F/D/V

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